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KUMC Improper Use of Social Media Procedure

Procedure
Purpose: 

The purpose of this procedure is to establish a process and associated guidelines for potential violations of Kansas Board of Regents (KBOR) policy concerning the Use of Social Media.1

Applies to: 

KUMC faculty, staff and students on the KU Medical Center campus and its reporting units.

Campus: 
Medical Center, Kansas City
Wichita
Salina
Policy Statement: 

Process Description:

In the event that a KUMC employee or student’s2 use of Social Media potentially violates KBOR Social Media policy, we have outlined the following process. An initial review panel made up of 3 standing positions specified below will determine the need to advance the potential violation to a full committee review by the Social Media Review Committee.

The Social Media Review Committee, if needed, will then gather and weigh the evidence of the potential violation. The committee will then make the recommendation to advance, or not advance, to the appropriate institutional disciplinary procedure.

Initial Review Panel aka “The Trigger”

In the instance that a “complaint” arises in regards to a potential violation of the KBOR Social Media Policy, a decision to enact committee review will be made by a 3 person panel. This panel will consist of the Chief Academic Officer, the Director of Communications, and the Director of Human Resources.  The panel will receive legal advice from a member of the University’s Office of the General Counsel (employment law attorney). The decision of this panel shall be to enact (or not) a full committee review. The panel’s criteria to make this decision shall be guided by the KBOR Social Media Policy.

If unanimous consensus is reached by the initial review panel, the panel may recommend the issue be diverted from the full committee review to the appropriate university disciplinary procedure.  The panel shall report this recommendation to the Executive Vice Chancellor (EVC) and the individual who is the subject of the review.

Social Media Review Committee:

In the event that the panel described above enacts a full committee review, the University’s Social Media Review Committee shall meet to investigate the potential violation of KBOR Social Media Policy. This committee shall be made up of 5 standing members and 3 temporary members, a 5+3 model. The 5 standing members will elect a non-voting chair.

1. one student; appointed by Student Governing Council; a two year term

2. one unclassified staff member (Director of Communications); 3 year term

3. at large faculty representative to Faculty Assembly Steering Committee (FASC) from the School of Medicine; 3 year term

4. at large faculty representative to FASC from School of Nursing; 3 year term

5. at large faculty representative to FASC from School of Health Professions; 3 year term

In addition, the standing review committee shall name 3 temporary members. The temporary members will be named in order to balance any potential bias towards or against the employee in question. (each incident)

Committee Review and Outcome:

The committee shall weigh the evidence for and against the potential violation of the KBOR policy. Any third party Social Media postings, where the KUMC employee or student is unaware of the posting shall not be considered under this policy.

In addition, if the potential violation would be better reviewed under other standing policy (i.e. academic misconduct or harassment), the committee may recommend this alternative.

The committee’s outcome shall be a recommendation to dismiss the matter or elevate the matter to the appropriate university disciplinary procedure.  The committee shall report its recommendation to the Executive Vice Chancellor (EVC) and the individual who is the subject of the review. 

Report of the recommendation shall be made within 4 weeks’ notice from the initial review panel. 

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[1] In accordance with the Chancellor’s policy statement on social media, any changes to these procedures shall be coordinated in advance with governance and administration at KUMC and at the KU Lawrence campus.

[2] These procedures apply to students at KUMC for purposes of determining whether an alleged violation of KUMC policy in connection with the use of social media should be recommended for referral for disciplinary proceedings pursuant to KUMC policies on student academic and non-academic misconduct.

Contact: 

Vice Chancellor for Academic Affairs
University of Kansas Medical Center
3901 Rainbow Blvd., MS 1040
Kansas City, KS 66160
Physical address: 5018 Wescoe Pavilion
Phone: 913-588-5071

Approved by: 
The Executive Vice Chancellor and the Vice Chancellor for Academic Affairs
Approved on: 
Tuesday, January 19, 2016
Effective on: 
Tuesday, January 19, 2016
Review Cycle: 
Annual (As Needed)
Keywords: 
Social Media; Procedures; Academic Freedom
Review, Approval & Change History: 

02/22/2017: Fixed broken link to Kansas Board of Regents Policy Manual. 

05/06/2016: Removed Date Last Reviewed.

01/19/2016: Approved by the Executive Vice Chancellor and the Vice Chancellor for Academic Affairs.

Personnel: Administrators Categories: 
Workplace Rules & Guidelines
Personnel: Faculty/Academic Staff Categories: 
Workplace Rules & Guidelines
Personnel: Staff Categories: 
Workplace Rules & Guidelines

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